A good sick-day email is brief, truthful, and clear about your absence and when you expect to update your manager. Who among us has not called in sick for work or sent an email to avoid the chaos and noise of our jobs? Calling in sick does not only have to be for when you are sick. In some situations or conditions, you might have to fake a sick day to not go to work while saving your job and salary.
Be honest about why you will be absent, and use the leave category and call-out process that fit your situation. If you need time off for a personal matter, appointment, or emergency, do not describe it as an illness if it is not one.
While a “calling in sick” email is the go-to for everyone, not many people can quite perfect the writing of the email. Employees calling in sick or sending a request may not know the correct way to word the request or the email. They might not recognize what to say and what not to say. This is where we come in to help you get ideas for email examples.
What to Write for Sick Day Emails?
For an effective and formal email for calling in sick to work, there are a few tricks and tips that you could follow. Here are some steps for writing a “calling in sick” email to your employer or HR representative.
Send the message as soon as you know you cannot work, ideally before your shift starts. Follow your workplace’s usual call-out procedure, including any required phone call or notification to a specific person. If you are unable to email, let your manager know as soon as you reasonably can and follow up through the required channel.
- Email openers: The first step is to write a formal greeting that works as an opener for your request of taking the day off. Here are some examples of email openers that will set the formal tone for your sick day email.
- “To whom it may concern” is an option that works as an email opener when you are sending the email to multiple individuals or members of a team you work with.
- “Greetings” is the basic formal option for work emails in any situation and not only a ‘calling in sick” email.
- “Dear {}”, this email greeting is one of the common ones that are used not only for work emails. This one can be used in variations like (Dear Ms./Mr.), (Dear Sir or Madam), or just a plain (Dear “first name”).
- “I hope you are doing well” or “I hope you are having a good weekend/day”. Basically, any variation of the same meaning could work for your “calling in sick” email to work.
- Jumping right into the subject: The best way to send a sick day email to your employer is to jump right into the subject. Be direct, professional, and clear. Be upfront and reveal that the point of the email is to inform your employer that you are feeling ill, and you need a day off work to recover and rest.
- The key is a concisely written email: It is certainly more effective for professional emails if they were not elaborate and stuffed with excuses and explanations. Based on this note, your “calling in sick” email should be directly worded and brief.
- Avoid follow-up emails: When you are writing your calling in sick email, you should think of the best way to communicate and explain your availability. If you address the one thing employers care about, which is your ability to be reachable and do your work from home, then you will avoid any follow-up emails and concerns. This will also prove that you are professional, committed to your job and that you are a good employee.
- End the email with a grateful line that exhibits your gratitude and appreciation. Keep it simple and formal, address them professionally, and write concisely.
- Sign off: Final element and step of your calling in sick email is to sign your name at the end, which is an essential and necessary component of formal work emails and correspondences.
Email Examples for Calling In Sick
Use these as starting points and adjust the wording to match your workplace’s call-out process. Keep the health details private unless you choose to share them.
1. For a one-day illness
Subject: Sick today
Hi,
I’m unwell and won’t be able to work today. I’ll let you know if anything changes and will follow the usual call-out process.
Thank you,
Your name
2. When you are still ill the next day
Subject: Sick leave update
Hi,
I’m still unwell and need to remain off work today. I’ll update you tomorrow morning about whether I’m able to return. I’ll follow the usual process for recording my absence.
Thank you,
Your name
3. For a health-related absence when you prefer not to give details
Subject: Health-related absence today
Hi,
I’m not well enough to work today and need to take a sick day. I’ll be offline to rest and will update you if my expected return changes.
Thank you,
Your name
Mistakes to Avoid in a Sick-Day Email
- Do not invent an illness or give a misleading reason for your absence.
- Avoid sharing unnecessary medical details or writing a long explanation.
- Do not promise to work remotely or stay available if you are too unwell to do so; state your availability honestly.
- Do not assume an email alone is enough if your workplace requires another call-out step.
Reasons to Call in Sick for Work:
- You got delayed: one excuse for calling in sick is if you were delayed before going to work. For example, if your alarm didn’t go off, you have car troubles, you did not wake up to your alarm, or an emergency that got you delayed and late.
- Emergencies: if you have an emergency of any type, like a personal emergency, or a family emergency, you can send the email with the excuse for “calling in sick”. Send it beforehand and use the tips and steps above to help you write the email.
- Other reasons: some other reasons that you could have for writing a sick day excuse email are:
- Mental health: jobs can affect our mental health and often we are overwhelmed and need to take a break from it all and have a mental health care day.
- Medical procedures: you might have an important medical or dental operation or procedure that you need to take care of.
- Important appointments you cannot miss.
Conclusion
We have here everything and anything you need to help you write the perfect “calling in sick” email to send to your employer and get the day off. One final piece of advice we have for you do not ask for a day off, just tell them you are taking the day off, if your workplace’s procedure allows this; otherwise, follow its call-out and leave-request process.
Frequently Asked Questions:
- What is a good subject for a calling in sick email?
- The subject for a sick day email could be “Sick Day” or “Not Feeling Well / Feeling Ill”.
- How to be professional in a sick day email?
- All you need to do is be direct, respectful, and formal when you are writing an email to call about a sick day.